School of Nursing Administrative Assistant

Palmer Theological Seminary of Eastern University; Saint Davids (PA); On-site; USD 40,000 - 55,000; Full time

Job summary

Palmer Theological Seminary of Eastern University seeks an Administrative Assistant to support the Associate Dean of the School of Nursing. The role involves calendar coordination, document preparation for accreditation visits, and liaison with external constituents.

The successful candidate will assist faculty and staff, maintain confidential records, and ensure timely communications. A strong Christian focus aligned with the School of Nursing is essential.

Qualifications

• Proficiency with business software and office applications.
• Ability to organize calendars for executives and departments.
• Experience compiling data and preparing reports for accreditation or board review.

Responsibilities

• Coordinate scheduling and oversight of staff for the School of Nursing.
• Provide administrative and secretarial support to the Associate Dean of Nursing.
• Compile, organize, and process documentation for programs within the School of Nursing.

Skills

Office software proficiency

Calendar management

Data collection & reporting

Confidentiality

Strong written & verbal communication

Multitasking & organization

Interdepartmental coordination

Education

Baccalaureate degree or equivalent

Job description

To provide administrative and clerical support to the Associate Dean of the School of Nursing to prepare schedules, provide support for accreditation visits, and to help with the preparation of documents for state approval. This position will maintain and coordinate calendars for the associate dean, support other full-time nursing faculty, and correspond with external constituents as directed by the associate dean. The administrative assistant must be familiar with higher education and liaise with potential nursing students, admitted nursing students, and community healthcare agencies. The position is vital to the collegial and supportive functioning of the SON. The SON’s Christian focus needs to permeate all actions/ reactions.

Position Responsibilities: include the following. Other duties may be assigned.

• Coordinates scheduling and oversight of staff for the School of Nursing.
• Provides administrative and secretarial support to the Assoc. Dean of Nursing.
• Compiles, organizes, and processes documentation for all programs within the School of Nursing.
• Assists the Assoc. Dean in the collection of data for planning, organizing, and coordinating activities for board approval and accreditation visits (E.g., report preparation and documentation)
• Acts as spokesperson on issues concerning scheduling, catalog & handbook revision, interdepartmental policy, and students as assigned.
• Coordinates with SON administrative team and faculty/adjuncts semester book use and resources. Liaise with EU campus bookstore personnel.
• Coordinates with faculty skills lab coordinator to obtain SON Assoc. Dean approval for the purchase and maintenance of equipment, videos, and supplies for the skills labs.

8 .Coordinates events and activities for groups within the School of Nursing (E.g., Pinning, Blessing of the Hands)

• Manages supervisor's calendar and independently schedules appointments.
• Coordinates with the School of Nursing Assoc. Dean to prepare Clinical Affiliation Agreements with local hospitals and health care agencies to ensure that contracts are signed, up-to-date, and maintained in EU files as required by professional boards.
• Prepare and document requisitions and department P.O.s for Assoc. Dean's signature, forwarding to accounting for budget tracking.
• Screens incoming calls and correspondence and responds independently when possible.
• Composes and prepares confidential correspondence, reports, and other complex documents.
• Creates and maintains database and spreadsheet files of reports used for accreditation and compliance.
• Receives and distributes incoming mail. Ensures that mail goes out on time.
• Maintains confidential records of keys, access codes, credit cards, and issues.
• Assists the Assoc. Dean on specific projects related to the long-term goals of the School of Nursing, such as strategic planning, fiscal responsibility, and the like.
• Organizes and maintains file system and files correspondence and other records.
• Prepares outgoing mail and correspondence, including e-mail and faxes.
• Orders and maintains supplies and arranges for equipment maintenance.
• Participates, records, and maintains minutes of all School of Nursing, BSN Committee and MSN committee meetings.

Faculty Oversight, Compliance, Onboarding

• Archive master clinical spreadsheet and schedules in consultation with the Assoc. Dean and program directors.
• Attend advisory council and clinical coordination meetings to represent the Eastern University Dept. of Nursing.
• Research current requirements and expand new clinical sites/units affiliation agreements to expand current learning experiences for students.
• Collect nursing adjunct applications and maintain a spreadsheet of potential clinical instructors.
• Facilitate new hires of adjuncts; prepare new hire forms for adjunct faculty.
• Maintain Contract Information Forms for BSN program.
• Work closely with the CHS Dean’s office and Academic Operations to track the status of adjunct applications and faculty contracts.
• Serve as the Department’s “Program Contact Person” for all nursing faculty/adjunct contracts; follow-up to ensure contract was confirmed via email.
• Attend semi-annual Clinical Instructor Workshop / Orientation
• Assist Assoc. Dean with faculty load and semester scheduling spreadsheets.

Supervisory Responsibilities

This position is responsible for assigning work and/or giving direction to the office team and part-time Student Workers, to complete office work assignments. Baccalaureate degree or equivalent; or five years related experience and/or training; or equivalent combination of education and experience

Other Skills and Abilities: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Skill in the use of personal computers and related software applications.
• A thorough knowledge of: business English and arithmetic; general office methods, procedures, and practices.
• Ability to plan, develop, and coordinate multiple projects.
• Ability to read and write at a level appropriate to the duties of the position.
• Ability to gather data, compile information, and prepare reports.
• Strong organizational skills and detail-oriented.
• Ability to maintain confidentiality.
• Knowledge of standard budgeting and expenditure control procedures and documentation.
• Ability to interpret, adapt, and apply guidelines and procedures.
• Strong interpersonal and communication skills and the ability to work effectively with a diverse faculty, staff, and student body.
• Ability to make administrative/procedural decisions and judgments.
• Ability to create, compose, and edit written materials.
• Excellent telephone courtesy knowledge and experience.
• Ability to develop and maintain recordkeeping systems and procedures.
• Ability to resolve customer complaints and concerns.
• Ability to coordinate and organize meetings and/or special events.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Requires visual acuity to read words and numbers and speaking and hearing ability sufficient to communicate in person or over the phone. The employee must occasionally lift and/or move up to 10 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.